Can a confirmation be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure the signer demonstrates intent and you retain a reproducible record.

Is notarization ever required?

Not typical for marketing confirmations. If a state or counterparty requests notarization or a RON session, follow that state's notarization rules and retain notarization records.

What authentication level is appropriate?

For routine confirmations, email-link or SMS code authentication is common; for high-value spend or regulated industries, use stronger methods or multi-factor authentication.

How long should I keep executed confirmations?

Maintain originals for the campaign term plus at least three years; follow IRS, HIPAA, or industry-specific retention rules where applicable.

Who must sign to make it binding?

An authorized representative with corporate authority should sign; list name, title, and include evidence of authority where needed for finance or legal review.

What if details change after signing?

Execute a written amendment signed by authorized parties. Treat material changes as new confirmations to preserve auditability and avoid payment disputes.

Electronic Signature
Templates
Marketing
Marketing Campaign Confirmation

Marketing Campaign Confirmation

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

MARKETING CAMPAIGN CONFIRMATION

This Marketing Campaign Confirmation (the "Confirmation") is entered into as of by and between Client Name: ("Client") and Agency Name: ("Agency"). This Confirmation supplements and governs the Campaign described below.

Campaign Details

Campaign Name Primary Objectives Target Audience Primary Channels

Deliverables

List each deliverable with required format, quantity, and delivery deadline. Agency will deliver all items materially conforming to the specifications set forth below.

Deliverable 1 — Description

Deliverable 2 — Description

Deliverable 3 — Description

Schedule & Deadlines

Campaign Start Date: Campaign End Date:

Milestone Schedule / Key Dates

Compensation & Payment

Total Campaign Fee: $

Payment Schedule

Expense Budget & Reimbursement

Reimbursable expenses require pre-approval by Client

Usage Rights & License

Agency hereby grants to Client a non-exclusive / exclusive license (select applicable) to use the Deliverables as follows. Territory: Duration:

License Grant and Restrictions

FTC Disclosure Compliance

All promotional content delivered under this Confirmation must comply with applicable advertising and disclosure laws, including clear and conspicuous disclosure of material connections between the parties where required.

Agency certifies that all required disclosures will be included and clearly visible in all applicable media.

Exclusivity

Client and Agency agree to the following exclusivity terms for the Campaign:

Exclusive — Agency will not promote competing brands as defined below during the Campaign.

Non-exclusive

If exclusive, scope and restricted categories

Termination & Kill Fee

Either party may terminate this Confirmation for convenience upon written notice to the other party. Unless otherwise agreed, termination will be effective after days' notice.

Kill Fee on Termination Termination Deliverables & Payments

Intellectual Property

Unless otherwise agreed in writing, pre-existing intellectual property of each party remains the sole property of that party. For newly created Deliverables, indicate ownership:

Work made for hire; all Deliverables assigned to Client upon final payment.

Agency retains ownership and grants Client a license as described above.

Third-Party Materials and Clearances

Reporting & Analytics

Reporting Frequency Key Performance Indicators (KPIs)

Approvals & Revisions

Number of included revisions: Revision window (days):

Approval Process

Confidentiality & Data

Each party will maintain the confidentiality of the other party's proprietary information and comply with applicable data protection obligations regarding any personal data exchanged in connection with the Campaign.

Confidentiality Exceptions/Notes

Warranties & Representations

Agency warrants that Deliverables will not infringe third-party rights and that it has full authority to grant the rights and licenses set forth herein. Client warrants that it has authority to provide any materials or trademarks used in the Deliverables.

Indemnification & Liability

Each party agrees to indemnify the other from third-party claims arising from its breach of this Confirmation or its willful misconduct. Except for breach of confidentiality or indemnification obligations, the parties' aggregate liability for claims arising from this Confirmation shall not exceed the total fees paid under this Confirmation.

Force Majeure

Neither party will be liable for delays or failures in performance resulting from causes beyond its reasonable control, including acts of God, strikes, epidemics, or governmental actions. The affected party will promptly notify the other party and make commercially reasonable efforts to resume performance.

Governing Law & Notices

This Confirmation will be governed by the laws of:

Notices (Client Address) Notices (Agency Address)

Miscellaneous

Additional Terms

Client Name:

By:

Date:

Agency Name:

By:

Date:

What a Marketing Campaign Confirmation Is

A Marketing Campaign Confirmation is a short, written record that finalizes the key terms of a planned marketing campaign between parties. It typically confirms scope, start and end dates, budget, deliverables, responsibilities, reporting expectations, and the authorized signers. The confirmation serves as the operative instruction set for campaign execution and budget release and creates an auditable record of mutual agreement when signed electronically or on paper.

Why a Clear Confirmation Matters

A concise confirmation reduces scope drift, speeds approvals, and creates a single source of truth for vendors, agencies, and internal teams. It also documents consent for budget release and performance measurement, and supports legal enforceability when executed in compliance with ESIGN and applicable state law.

Who Typically Prepares and Signs This Confirmation

Teams that prepare or sign marketing campaign confirmations include in-house marketing, external agencies, procurement, legal, and finance; each party uses the form to confirm expectations before launch.

In-house marketing managers coordinating campaign scope and vendor deliverables.
Advertising and digital agencies confirming creative timelines and placements.
Finance or procurement approving budgets and payment terms.

A well-completed confirmation prevents miscommunication across these groups and provides evidence of approvals for audit and payment purposes.

Step-by-step: Complete and Approve a Campaign Confirmation

Follow these sequential steps to prepare, review, and finalize the confirmation so the campaign can proceed on schedule with documented approvals.

01

Prepare details: List campaign name, scope, dates, budget, and KPIs.
02

Draft confirmation: Populate the template with deliverables and payment terms.
03

Obtain approvals: Route to legal, finance, and authorized marketing approvers.
04

Sign and archive: Execute signatures and save for audit retention.

Required Core Details

Campaign title: Full campaign name

Parties: Legal entity names

Dates: Start and end dates

Budget: Total consideration

Deliverables: Scope and acceptance

Signatures: Authorized signer details

Elements of a Professional Confirmation

A well-crafted confirmation balances brevity with legal clarity: it identifies parties, sets scope, records fees, defines timelines, allocates responsibilities, and secures signatures with evidence of authorization.

Parties identified

Clearly name each contracting entity, include a contact person and business address to avoid confusion and support contract enforcement.

Scope and deliverables

Describe the work in measurable terms (asset counts, placements, impressions, acceptance criteria) so performance can be verified against KPIs.

Schedule and milestones

Include start/end dates, milestone dates for creative delivery and approvals, and a launch date to coordinate media buys.

Budget and payment terms

State total budget, payment schedule, invoicing instructions, and which costs (media, production) are included or excluded.

Approvals and authority

List required approvers and any internal routing order; identify who has final authority to modify scope or pause spend.

Acceptance criteria

Define how deliverables are reviewed and accepted (tests, QA, reporting samples) to prevent disputes.

Configure an Online Confirmation Workflow

When using an eSignature platform, configure fields and routing to match your approval process to reduce manual handoffs and speed sign-off.

Field	Configuration
Signature fields	Assign to specific signers, require date fields
Authentication	Email link or SMS code verification
Conditional fields	Show budget or SOW details only when needed
Integrations	Push data to CRM or finance system

Where to Send or File the Completed Confirmation

After execution, route the signed confirmation to all stakeholders and archive in a central system for retrieval and auditability.

Marketing shared drive: Store final PDF in campaign folder
Finance / AP: Send copy for payment processing
Vendor / Agency: Provide executed copy to vendor contacts
Contract repository: Archive in document management system

Distribution and eSignature Considerations

Choose distribution channels and eSignature settings that match your security and audit requirements before sending the confirmation.

Salesforce: Integration for routed approvals
Google Workspace: Store executed PDFs in Drive
NetSuite / ERP: Link signed confirmations to invoices

Verify recipient email addresses, authentication strength, and archive locations to ensure signatory attribution and record integrity.

Key Timing Items and Typical Deadlines

Set specific internal and external deadlines tied to launch dates. Common timeline checkpoints reduce last-minute changes and spending errors.

Internal approval cutoff:

Five business days before launch for final sign-off

Creative delivery deadline:

Ten business days before launch for asset handoff

Vendor invoice cutoff:

Submit invoices within 30 days of acceptance

Launch date:

Campaign start date; gating event for media buys

Post-launch reporting:

Final performance report due 30 days after campaign end

Milestones: From Approval to Launch

A clear milestone sequence supports coordination between creative, media buying, and finance teams so the campaign launches smoothly.

01

Planning and brief

Define objectives, KPIs, and target audience before creative work starts.

02

Creative production

Create and review ad assets per acceptance criteria.

03

Pre-launch QA

Perform ad checks, tracking verification, and legal review.

04

Launch and monitor

Activate media buys and track initial performance metrics.

Common mistakes to avoid when preparing confirmations

Leaving deliverables vague, which creates disputes over what constitutes acceptable work and delays final acceptance.
Failing to specify payment terms clearly, causing delays in invoice processing and vendor dissatisfaction.
Not confirming authorized signers, which risks signature challenges and rejected payments from finance.
Using inconsistent campaign names across systems, producing reconciliation errors between marketing, finance, and media buys.

Risks and potential consequences of incorrect confirmations

Contract disputes: Delay or litigation risk

Payment hold: Invoices may be rejected

Budget overrun: Unapproved spend occurs

Compliance risk: Regulatory exposure possible

Tax issues: Incorrect reporting risk

Reputational harm: Vendor relationships strained

eSignature vendor comparison for campaign confirmations

Comparison of common vendor features and starting prices to consider when selecting an eSignature provider for campaign confirmations.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples of confirmations in use

Organizations use confirmations to speed approvals and keep consistent records across teams and vendors.

Optica Ventures — campaign approvals

Optica standardized confirmations to reduce client back-and-forth and centralize campaign records.

Reduced review cycles across clients.
Brian Fitzgibbons, COO of Optica Ventures LLC: "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties — property marketing

Martin Properties used electronic confirmations to approve multi-channel property campaigns quickly.

Faster sign-off from remote stakeholders.
Tim Martin, Founder of Martin Properties: "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Frequently asked questions about campaign confirmations

Answers to common questions about validity, eSignature use, and what to check before sending a confirmation.

Need help? Contact support

Can a confirmation be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure the signer demonstrates intent and you retain a reproducible record.
Is notarization ever required?
Not typical for marketing confirmations. If a state or counterparty requests notarization or a RON session, follow that state's notarization rules and retain notarization records.
What authentication level is appropriate?
For routine confirmations, email-link or SMS code authentication is common; for high-value spend or regulated industries, use stronger methods or multi-factor authentication.
How long should I keep executed confirmations?
Maintain originals for the campaign term plus at least three years; follow IRS, HIPAA, or industry-specific retention rules where applicable.
Who must sign to make it binding?
An authorized representative with corporate authority should sign; list name, title, and include evidence of authority where needed for finance or legal review.
What if details change after signing?
Execute a written amendment signed by authorized parties. Treat material changes as new confirmations to preserve auditability and avoid payment disputes.

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